Objectives

The primary objective of this tender is to appoint a qualified service provider to supply, install (fitment), and maintain a vehicle monitoring and tracking system for the Alfred Duma Municipality's fleet over a period of three years. The system aims to enhance fleet management, vehicle security, and operational efficiency, including functionalities such as real-time tracking, driver monitoring, fuel management, and incident reporting.

Scope

The scope encompasses:

• Provision of a comprehensive vehicle monitoring and tracking system compatible with existing infrastructure or capable of independent operation.
• Installation and configuration of tracking hardware in approximately 300 vehicles, including sedans, trucks, LDVs, and specialized equipment.
• Maintenance and support of the system throughout the three-year contract period, including removal of existing hardware, installation of new units, and transition logistics.
• Provision of warranty for hardware and workmanship for a minimum of 12 months post-maintenance.
• Delivery of related services such as system configuration, technical support, reporting, and vehicle recovery.

Technical Requirements

The technical specifications include:

System Functionality

• Positioning via GPS with fallback to SMS communication.
• Real-time data transmission with intervals and historical data access.
• Multiple security layers including passwords and user-specific functions.
• Backup RF unit for redundancy.
• Web-based and software applications for data management.
• Monitoring of vehicle health, driver behavior, fuel levels, and maintenance alerts.
• Anti-jamming technology to prevent signal interference.
• Geofencing capabilities for fleet boundary management.
• Video surveillance inside and outside vehicles.
• Fuel theft prevention systems.

Hardware Requirements

• GPS tracking units with minimum hardware specifications, including warranty and repair services.
• Independent network connectivity for monitoring and reporting.
• Installation of hardware with full warranty coverage for three years.

Installation & Maintenance

• Proper installation to ensure durability and security.
• Regular maintenance, repairs, and hardware replacements as needed.
• Interface with vehicle systems for alerts on vehicle health and driver compliance.

Reporting & Data Management

• Generation of daily, weekly, and monthly reports on vehicle movement, downtime, and route deviations.
• Real-time alerts for geofence breaches, tampering, and unauthorized vehicle use.
• Support for vehicle recovery and incident reconstruction with evidence provision.

Skills Requirements

The successful bidder must demonstrate:

• Proven experience in deploying fleet management and vehicle tracking systems, with at least three completed projects in the public or private sector involving fleets of 200 or more vehicles.
• ISO certification and registration with relevant standards bodies such as VESA.
• Authorization and licensing from ICASA for communication monitoring and PSIRA registration for security compliance.
• Capability to provide on-site technical support with qualified technicians based at the municipality.
• Administrative support personnel, including an administrative clerk for fleet management operations.
• Ability to provide comprehensive training, system demonstrations, and ongoing technical support.
• Provision of video surveillance, fuel management, and anti-jamming technology as part of the system.